LEVEL 1.5-2.0 BUSINESS ENGLISH PHONE MESSAGES 05 – LEAVING A MESSAGE 02 IN CONTEXT 8-10 min Match the pictures with the adjectives How do you feel when you need to leave a message in English to your foreign colleague?
afraid
aggravated
anxious
1.
confident
scared
stressed
3.
2.
4.
secure
5.
Do you feel more secure in leaving a message on a voicemail or with someone? Are you aggravated when your calls are not returned? Answer When you hear a voicemail, do you
a) hang up as fast as you can?
b) mumble a message leaving you embarrassed?
c) call later to avoid talking to a machine?
d) leave a message as you speak perfect English!
LISTENING 12-15 min Before listening: 1. Order the steps in a logical sequence Suggested steps to leave a message on a voicemail ______ ______ ______ ______ ______ ______ ______
a) Introducing yourself b) Telling the date and time of your call c) Telling your phone number slowly d) Closing – Farewell e) Telling the purpose of your call f) Greeting h) Telling the best time and day to reach you back
2. Match each verb with its preposition 1. 2. 3. 4. 5. 6.
Let’s get … touch when you are back from your business trip. I tried to get my point … to my colleague, but he wouldn't listen. Can you set … an appointment with the Sales manager? … We need to set … the grand opening on time. Go and get prepared! Call … the technician to come and fix this copy machine. ASAP! The team has gotten … the project more efficiently than expected.
a b c d e f
on up up over off in
While listening You received three messages on your voicemail at your office. Listen and take notes. Message 1:
Message 2:
Date: Tues,______________ Time: _11 am_ To _________________________________
Date: ________________ Time: _________ To _________________________________
WHILE YOU WERE OUT
WHILE YOU WERE OUT
From _______________________________ Of________________________Corporation Phone_______________________________ E-mail_______________________________ Telephoned
Returned call
Please see me
Will call again
X
Please call Important
_about ______________________________
From _______________________________ Of__________________________________ Phone_______________________________ E-mail_______________________________ Telephoned
Returned call
Please call
Please see me
Will call again
Important
____________________________________ ____________________________________
_and trial period of____________________
____________________________________
____________________________________
____________________________________
____________________________________
____________________________________
ssage 3 Message 3:
Date: ________________ Time: _________ To _________________________________ WHILE YOU WERE OUT
From _______________________________ Of__________________________________ Phone_______________________________ E-mail_______________________________ Telephoned
Returned call
Please call
Please see me
Will call again
Important
____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ Who are you going to call first? Have you had an urgent voicemail message to take care of recently? What was it about?
READING 5-8 min 1. Observe the words in italic in messages 1, 2 & 3. Match with a synonym 1. 2. 3. 4. 5.
a trial period convenience a venue a course (to be) stuck
a b c d e
ease, facilitate during, proceeding attached, not moveable a location experimenting
Message 1: (Beep) Hello, this is John Elton E-L-T-O-N from Music Record Corporation. It is Tuesday April 5th around… hmmm 11 o’clock. I’m returning your call regarding your request about the conditions & trial period of our new services. Please, get in touch before 3 pm today or tomorrow morning at your earliest convenience at 03 88 75 48 52 extension 568 again my number is 03 88 75 48 52 extension 568. Have a great day. Bye. Message 2: (Beep) Hi, Rodger Waters speaking from Rapid Falls company. I’m calling about setting off the new campaign as planned. Please call me at 01 78 77 89 12 as soon as possible. We just got on some improvements about the venue issue, but we need to be urgently resolving it within the course of this week. Call me back! Message 3: (Beep) Hello Mark, this is Amy. I just wanted to let you know that I will be arriving a bit late to our meeting. I’m stuck in traffic. I just sent you the information you needed, so please set up the meeting room and start the meeting without me. If you need any help, call me up on my cell. I’ll do my best to assist you while I’m on my way. Talk to you soon.
VOCABULARY 8-10 min Match with the definition Phrasal Verbs Tips: A phrasal verb is usually a two-word phrase with a verb + a adverb or a verb + a preposition Think of each phrasal verb as a separate verb with a specific meaning, you will be able to remember it more easily. Phrasal verbs often have more than one meaning.
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. a. b. c. d. e. f. g. h. i. j. k. l.
Can you call on Mary to get the meeting agenda ready? Please, don’t cut me off during this conference call. I will answer all your questions at the end of my presentation. I called up three times before getting someone to answer. My boss came forward to apologize for her remark about my phone etiquette. I will set off the conference call with a welcoming speech. Put down her phone number on this post-it before you forget it. After calling, make sure to put down the phone on its base so the batteries are charging. Take care of this client file right away! Call the customer and don’t put it further off at a later time! In customer service, the staff has sometimes to put up with many complains over the phone. The trainees got away with calling potential customers. Let’s get together in the office to call the last three candidates for the phone interview. We’ll get in touch by phone if your application has been accepted. To To To To To To To To To To To To
______ _____ ______ _____ ______ _____ ______ _____ ______ _____ ______ _____ ______ _____ ______ _____ ______ _____ ______ _____ ______ _____ ______ _____
= to write something on paper = to call someone, a group, or a company on the telephone = to bring something, such as information, to someone's attention = to cause something to begin /occur = To order or request to undertake a particular activity = to interrupt someone = To do without being noticed or punished = to postpone, to delay = to endure = to meet = to get in contact = to lower or set down something (or someone) physically
VIDEO 5-8 min a. Watch and listen to 1:16: http://www.youtube.com/watch?v=WC-VJUKh8ec What did you understand? b. Watch and listen a second time until 2:19 Fill in the notes Message 1:
Phone call message To _______________________from G & H__ WHILE YOU WERE OUT
From _______________________________ Of____________________(company name)_ Phone_______________________________ E-mail_______________________________ Telephoned
Returned call
Please call
Please see me
Will call again
Important
X
____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________
Message 2: Phone call message (taken by Jack) To ____________________from Northern Electric WHILE YOU WERE OUT
From _______________________________ Of____________________(company name)_ Phone_______________________________ E-mail_______________________________ Telephoned
Returned call
Please call
Please see me
Will call again
Important
____________________________________ ____________________________________ ____________________________________ ____________________________________ ____________________________________ ssage 3 ____________________________________
SPEAKING 5-8 min 1. Read, 2. Prepare how you will express yourself (ask for help to your instructor if needed) 3. Listen (to your instructor “being” the voicemail message) 4. Speak & leave a message on your co-worker voicemail Role-play 1 You are missing an important document, your colleague Tim Thames from Genius Inc- promised to send you during the course of the morning. You need it within the next hour to be able to use it for your presentation taking place this afternoon. Call your colleague to get the document as fast as you can. Use the phrasal verbs: get in touch, to get away with, to put off Role-play 2 You are calling your colleague who did not complete his part of the project. After talking to him several times, you decide to make a complaint to your boss. Call him and leave a message explaining the situation. Use the phrasal verbs: To get together, to call up, to call on
QUIZ 8-10 min Match
afraid
aggravated
1.
confident
scared
2.
4.
secure
stressed
3.
5.
Match
convenience - put down – course – venue - get in touch – stuck - trial period 1. 2. 3. 4.
Don’t call. _________________ the phone. I have critical information for you Before hiring you as a receptionist, there is a three months ____________ . The ___________ will be the Red Salon for the conference call. Please ______________ at the latest in two days to get a chance to set up the meeting on time. 5. During the __________ of this week, I need to call Mrs. Fertrude. 6. Leave a message at your ____________, I’ll return your call in a timely manner. Read & complete You received this note on your desk.
Call on Call up Get over Set off Put off Put up Get on
Please 1. ______ _____ Mrs. Fertrude. She needs to 2. _______ ____ her team to report back to me about its performance for the month of March. Tell her to 3. ________ _________ to each representative that these reports must be handed in ASAP. Regarding the new sales process, the trial period will be 4. _______ _____ in two weeks on Wednesday and not 5. ______ _______ at a later date. Hopefully everyone will 6. ________ ______ with this shorter deadline and 7. ________ ______ their work more efficiently!
